East Asia and Pacific Multi-Country Office (EAPMCO)
The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries in South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.
In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.
The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.
The Southeast Asia Energy Transition Partnership (ETP)
The Southeast Asia Energy Transition Partnership (ETP) brings together governments and philanthropies to work with partner countries in the region. We support the transition towards modern energy systems that can simultaneously ensure economic growth, energy security, and environmental sustainability. Enabling the transition toward greener energy systems will greatly contribute to the achievement of the UN’s Sustainable Development Goals (SDGs) and the Paris Climate Agreement objectives.
ETP is initially focusing on Indonesia, the Philippines and Vietnam, which are the countries in the region with the highest energy demand, a substantial pipeline for fossil fuel-based projects, and a significant and cost-effective potential for renewable energy and energy efficiency. ETP provides High Level Technical Advisory Support, Holistic Support to Governments on financing and technical needs, capacity and skill development and facilitation of dialogues in all related areas.
A Secretariat incorporated into UNOPS will support the Steering Committee (SC) and facilitate the implementation of SC’s decisions. The Secretariat will operate as per defined Terms of Reference approved by the SC. The Secretariat will undertake day-to-day management and operation of the ETP: (1) it launches Calls for Proposal and carries out proposals assessments; (2) it provides assistance and support to projects; (3) facilitates the design, development and implementation of an overall M&E strategy; (4) monitors progress made by each project during the implementation phase.
The Secretariat will work in close cooperation with the SC, the Advisory Committee and the Fund Manager, as well as UNOPS Services. The members of the secretariat will be selected following UNOPS rules and regulations.
Reporting to the Fund Manager, the incumbent will be responsible for supporting the project’s budget management, financial flows, and grants and contract management to support successful financial management of the multi-donor trust fund, and its programs, adhering to fund management and project management methods and strategies, reducing risks and improving success rates.
The incumbent promotes a client-oriented approach consistent with UNOPS Financial Rules and Regulations, with responsibility for budget control functions, treasury functions and accounts maintenance. The incumbent works in close collaboration with IPAS Finance and other relevant colleagues in HQ as well as colleagues in the support services, programme and project functions in the field offices, resolving finance-related issues and information exchange; he/she promotes a client, quality and results-oriented approach.
Summary of key areas of operation:
- Administration and implementation of operational strategies
- Budgetary and monitoring control, treasury functions and accounting support
- Financial reporting and control
- Project implementation and support to implementing agencies
- Funder and stakeholder management
- Knowledge building and knowledge sharing
Under the general guidance and supervision of the Fund Manager, and in close collaboration with the ETP Secretariat, the incumbent’s responsibilities include the following:
1. Ensures administration and implementation of operational strategies
- Full compliance with UNOPS rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
- Review of the content of internal Standard Operating Procedures in consultation with ETP Secretariat Team and identified in the Operational Manual.
- Review of proposals and implementation of cost-saving and reduction strategies decided by the office management.
- Assist in the preparation of Terms of Reference (ToR) for required inputs in the programme (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required.
2. Ensures efficient budgetary and monitoring control, treasury functions and accounting support
- Extraction of required financial information from project agreements and set up of necessary accounts in line with existing UNOPS financial policies and procedures.
- Draft budgets for the program and grants.
- Monitoring the status of budgetary allocations and expenditures on an ongoing basis. Continuous networking with clients/partners to provide feedback. Establishment and maintenance of proper financial controls mechanisms to stay within budget allotment.
- Maintenance of cash books, including control of disbursements, analysis and reconciliation of accounts.
- Ensure timely and effective disbursements of all payments (including ensuring all needed documentation is complete).
- Review and confirm the validity of charges by verifying authorized amounts and ensure availability of budget and funds.
- Maintenance of ledgers and accounting records for classification and recording of financial transactions and for the reconciliation of accounts and preparation of recurring or special reports.
- Clarification and response to queries and observations of auditors (both internal and external).
- Review of vouchers and supporting documentation for completeness, accuracy, and correctness of account code charges.
- Ensure that the required project information oneUNOPS projects is updated, including donor agreements and project budgets
3. Ensures effective financial reporting and control
- Draft quarterly, semi-annual, annual, and ad-hoc financial reports as required.
- Maintain relationships with SSU to verify, correct, add and improve quality of financial reporting
- Frequent contact with other support services staff in the organization in the preparation of payments, data reconciliation, client reporting, or audit activities.
- Preparation of financial progress reports for Funders, as per the agreements.
- Maintain the project document storage system.
- Maintain records and project management systems and tools. (Project risk matrix, issue log, lessons identified and learned, Contract Management System)
- Verifications of reporting requirements and ensuring adherence to those requirements.
- Coordinate and follow up on the audits of Implementing Partners.
- Manage EAC submissions and other HQ policy and compliance related requests
- Ensure that end-to-end grants management processes are compliant with UNOPS processes
4. Project implementation and support to implementing agencies
- Coordinate/liaise with support units on administrative matters related to contract management.
- Conduct, at minimum, monthly reviews with the program team to ensure all projects are on track.
- Alert the Fund and Program Managers of any contract deviations and propose corrective measures where necessary.
- Prepare annual budgets in collaboration with the Director, and Fund and Program Managers.
- Review of financial reports from grantees, and advise and guide grantees on financial management and reporting on their grants.
- Timely preparation of grant awards requests, drafting of grant agreements and amendments thereof, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations.
- Complete due diligence and capacity assessments of grantees.
- Support project monitoring and reporting
5. Funder and stakeholder management
- Liaise with the funders on matters related to their contribution agreements, reporting, operations, and regular communications on the operations and drawdowns.
- Support in the coordination of Steering Committee members’ inputs to Steering Committee decisions and feedback to the Secretariat.
- Providing input and guidance to the Secretariat on Steering Committee information requirements and requests.
- Draft key correspondence for the Steering Committee, from the Secretariat.
- Monitor adherence to Joint Cooperation Agreement and other relevant governance documents.
- Lead the preparation on Fund Board meetings, including logistics, documents and agenda.
- Maintain records of key Steering Committee documents (Governance, Minutes, Official Correspondence).
- Tracking progress of implementation of Fund Board decisions.
- Tracking progress of key contract deliverables and reports from the Secretariat including:
- Annual budget submissions, work plans and project approvals
- Annual, semi-annual, quarterly progress reports and financial reports
- Project reports
- Cash forecasts and funder disbursements
- Ad hoc requests from the Steering Committee.
6. Knowledge building and knowledge sharing
- Document lessons learned and best practices in program/project implementation, and oversight.
- Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
- Contribute to expertise in tools and techniques.
- Coordinate and/or participate in ETP Secretariat’s team meetings and other relevant stakeholder meetings.
- Support the compilation of lessons learned as per defined reporting format.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Education/Experience/Language requirements
Education:
- An advanced university degree (e.g. Master’s degree) in Economics, Business or Public Administration, Finance, Accounting, International Development, or related fields is required. A first-level University degree (e.g. Bachelor’s degree) in the abovementioned fields in combination with two (2) additional years of qualifying experience may be considered in lieu of the advanced degree.
Experience:
- Minimum of two (2) years of experience in accounting, financial management, project implementation and oversight and/or project budget management is required.
- Experience in financial analysis and/or reporting is preferred.
- Experience in providing coordination, logistics, and other operational support to high-level events is desired.
- Experience in event management is an asset.
- Experience in liaison with Funders is an asset.
- Ability to compile and represent data for presentation to various audiences is a key success criteria.
- Experience in finance or grants and contracts management is an asset.
- Experience in compiling narratives from a wide range of information and reports is desired.
- Knowledge of UN rules and procedures in Procurement, Finance, HR Management, and administrative rules and regulations is an asset
Language:
- Fluency in English is required.
- Working knowledge of other official UN languages is desirable.
Contract type, level and duration
- Contract type: International ICA
- Contract level: ICS 9 / LICA 9
- Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Application open only to Thai nationals or with valid residence.
- Please note that UNOPS does not accept unsolicited resumes.
- Applications received after the closing date will not be considered.
- Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
- UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
- Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
- We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
- For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
- All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
- It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.